Administrative Specialist OAE West Coast

Posting Details

Posting Details

Job #
039053

Department Code
50707-7195

Department
West Coast-Developmental Staff

Job Title
Administrative Specialist OAE West Coast

Location
Los Angeles, CA

Pay Range
Commensurate with Experience

Staff Level
S4

FLSA Status
Non-exempt

Hours

Standard University business hours

8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type
Full-time

Campus
Los Angeles, CA

Unionized Position Code
Not Applicable

Job Description

This position is responsible for performing a variety of professional and administrative duties that facilitate the day-to-day operations and event implementation for the Advancement and External Affairs West Coast Office. Based in Los Angeles, the Administrative Specialist assists in the planning and organizing of special events for the department and supports building operations. He/she serves as the primary administrative support person for the assistant vice president and supports the regional director of development and assistant director of career services, as needed. He/she is responsible for coordinating West Coast social media postings and website content and is the liaison to external inquiries and constituents, as well as campus-based units and departments. This position supervises and manages part-time/temporary employees. The position supports engagement activities that the University hosts in the region as well as events on campus in Syracuse, NY. This role requires some travel in the region and work outside of standard business hours to support programs.

Qualifications

• Bachelor’s degree preferred and/or combination of education and experience.
• Excellent customer relations skills.
• Proficiency with HTML and content development strategies that support digital communication needs, including website and social media
• Must have a valid driver’s license
• Must have a valid enhanced driver’s license for required travel.

Job Specific Qualifications

• Working knowledge of Microsoft Office Suite
• Effective verbal, written, and digital communication skills
• Experience in prioritizing multiple tasks effectively.
• Experience in interacting professionally with a diverse population within a variety of administrative levels.
• Experience in performing effectively as a member of a team.
• Experience in working both independently and in collaboration with a variety of individuals.
• Experience in working effectively in an environment requiring balancing multiple competing deadlines and priorities.
• Ability to travel and to support events outside of standard business hours.

Responsibilities

• Maintain accurate files relating to engagement activities including, but not limited to; RSVP lists; donor information, event evaluations and follow up measures with West Coast activities. Report results of all interactions, engagement and gifts efforts in the Citrus database including, but not limited to; generate engagement activity reports and system contact reports; coordinate and ensure the accuracy of data entry and maintenance of donor records, and interactions.
• Perform/coordinate alumni data searches and retrievals to ensure comprehensive invitation lists for events.
• Support the coordination of projects and initiatives related to the institution’s regional presence on the West Coast.
• Maintain assistant vice president’s calendar and support them in the development and implementation of alumni engagement programs.
• Assist the regional development director in scheduling donor meetings and regional council meetings.
• Provide support for the assistant director of career services, as needed. Schedule, supervise and manage part time, temporary employees.
• Communicate with internal and external constituents in person, by telephone or via email and coordinate programming needs with event venues, caterers, and vendors.
• Oversee budget and related expenses.
• Serve as liaison to campus administrative offices including: Advancement and External Affairs Budget office, Purchasing, Payroll, Human Resources, Disbursements, Comptroller.
• Prepare and submit all financial reimbursements, reconcile employee travel expense reports and credit cards, and maintain supply inventory for office staff.
• Initiate, plan and coordinate West Cost social media posts for alumni activities; and build engagement via Twitter; Instagram and other communication platforms.
• Review and edit marketing and promotional literature/items. Update and maintain the Syracuse University West Coast Office website, including monthly Alumni Spotlights, links, invitations, etc.
• Liaise with campus Technical Systems and Services and marketing staff to create and upload invitations for events.
• Maintain photo galleries; upload and edit photos for website; social network sites.
• Support the administrative needs that ensure seamless office operations, as needed.
• Duties may include providing in-person reception desk coverage, serving initial point of contact for in-person visitors, calls and correspondence, keeping the electronic master calendar of office/classroom use up to date, Liaising with building management; outside contractors; office maintenance; security/building access systems.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and nearly 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors and 100 minors offered through 13 schools and colleges; nearly 15,000 undergraduates and 5,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit www.syracuse.edu.

About the Syracuse area

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

EEO Statement

Syracuse University is an equal-opportunity, affirmative-action institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Diverse and Inclusive Campus Community

Syracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity.

Quick Link
https://www.sujobopps.com/postings/96150

Job Posting Date
10/10/2022

Application Deadline

Full Consideration By

Job Category
Staff

Message to Applicants